Attachment, ADC 438 

Page 2 

ADC 438 

Revise ASN (DS 856) to add the Purchase Request (PR) Number supporting the 

EDA/WAWF Interface 

1. ORIGINATING SERVICE/AGENCY AND POC INFORMATION: DPAP, OSD ATL, 

703-602-8032 

2. FUNCTIONAL AREA:

 a. Primary/Secondary Functional Area: Contract Administration (WAWF) 

 b. Primary/Secondary Functional Process: Program Development and Implementation, 

DPAP, OSD ATL 

3. REFERENCES: 

a. Federal Acquisition Regulation (FAR) Subpart 32.905, Payment Documentation and 

Process 

b. Prompt Payment Act Record Keeping Requirements, (Public Law 100-496) 

c. DoD Financial Management Regulation, DoD 7000.14-R 

d. Defense Federal Acquisition Regulation Supplement, DFARS, 252.232-7003, Electronic 

Document Submission 

e. WAWF Engineering Change Proposal ECP0656. 

4. BACKGROUND:

a. Intent of the transaction: The Wide Area Workflow (WAWF) is a DoD mandated system 

that allows the vendor to electronically submit invoices and receiving reports, and the Government to 

inspect, receive, accept information and pay electronically. 

b. Scenario for which the transaction is used: The Business Transformation Agency (BTA) 

policy requires each DoD Component provide an assessment of all systems supporting receipt and 

acceptance for unclassified Federal Acquisition Regulation (FAR) based contract/orders in accordance 

with the Defense Federal Acquisition Regulation Supplement (DFARS) Clause 252.232-7000. 

Components must either use WAWF for receipt and acceptance or provide a WAWF integration plan. 

c. Procedures, transactions, data elements, processing details in use today: 

 (1) The Electronic Document Access (EDA) program is one of the Business Transformation 

Agency’s (BTA’s) Sourcing Environment programs. It provides capabilities for secure online storage 

and retrieval of procurement information and documents across the Department of Defense (DoD). 

EDA simplifies and standardizes methods used by the DoD to interact with commercial and 

government suppliers in the acquisition of catalog stock, as well as made-to-order and engineer-toorder goods and services initiatives to increase the application of Electronic Business/Electronic 
Attachment, ADC 438 

Page 3 

Commerce (EB/EC) across the DoD. EDA interfaces with WAWF, providing automated upload of 

key contract data elements to pre-populate shipment notices and invoices. 

 (2) The Procurement Data Standard (PDS) is a system-agnostic data standard that is intended 

to be adopted and implemented DoD-wide for creation, translation, processing, and sharing of 

procurement actions. It defines the minimum requirements for contract writing system output to 

improve visibility and accuracy of contract-related data, to support interoperability of DoD acquisition 

systems, and to standardize and streamline the procure-to-pay business process. Further, the PDS will 

improve visibility of contract-related data, enabling senior DoD leadership to make better informed 

business decisions. 

 (3) In the current environment, only a limited amount of contract data is available to prepopulate in WAWF. This causes disruption in the workflow and does not allow systems to receive data 

that is important for their business functions. Much of this data is optional and is rarely captured. One 

data element in particular, the Purchase Request Number, is available in EDA but is not currently on 

the WAWF document. Vendors have been instructed to enter the Purchase Request Number in the line 

item description field. 

5. APPROVED CHANGE(S):

a. Change in detail: Changes to WAWF (reference 3.e) will allow for the pre-population of 

all data that is present in EDA and WAWF to be pre-populated from EDA into WAWF. EDA currently 

contains data that could be pre-populated that is not. With the addition of the PDS, all contracts should 

be in the form of data and thus allow for further pre-population. EDA has some data elements that are 

not currently on WAWF documents, one of which is the PR Number. Program changes to WAWF 

will add these elements to the WAWF documents. A business process review indicates the EDI 4010 

856, ASN, requires additional data elements to support the addition of the PR Number to WAWF. 

b. Procedures: See table below for requested revisions to the DLMS Supplement for the 

WAWF 856, ASN. 

Item 

# 

Location Revision to WAWF ASN 856 Reason 

1. DLMS 

Introductory 

Note

Add ADC 438 to DLMS Introductory note 7:

- ADC 438, Revise Advance Shipment Notice (ASN) 

(DLMS Supplement (DS) 856) to add the Purchase 

Request (PR) Number supporting the Electronic 

Document Access (EDA)/Wide Area Workflow 

(WAWF) Interface (Supply/Contract Administration/ 

Finance)

Identifies DLMS Changes included in 

the DLMS Supplement.
Attachment, ADC 438 

Page 4 

2. 2/REF01/150

(Used in HL03=I, 

Line Item Loop)

Add the following code and Note:

RQ - Purchase Requisition Number 

DLMS Note: Applicable only to the Line Item Loop. 

Use to identity the Purchase Request Number. (Do 

not use for the requisition document number which 

is mapped to Qualifier Code TN, Transaction 

Reference Number.)

The RQ is already available in the 

Federal Implementation Convention 

(IC) for use in identifying the Purchase 

Request Number. 

This change will add the existing code 

to allow the Purchase Request Number 

to be populated under the DLMS 

Supplement. The Purchase Request 

Number is an alphanumeric field 

reflecting the number of the original 

Purchase Request resulting in the 

contract represented by the entered 

PIIN/SPIIN. The field is a minimum of 

one and a maximum of nineteen 

characters in length.

6. REASON FOR CHANGE: Vendors are currently instructed to enter the PR Number as part of 

free form text in the line item description. For many contracts, the Purchase Request Number is 

available in EDA. Adding the PR Number as a separate data element under the line item in WAWF 

will allow for the population of the PR Number from EDA. 

7. ADVANTAGES AND DISADVANTAGES:

a. Advantages (tangible/intangible) Adding the PR Number for the line item as an optional 

field in WAWF will: 

 (1) allow for population from EDA, 

 (2) allow the data element to be extracted from WAWF to other systems, and 

 (3) make the Purchase Request Number a searchable field in the WAWF reporting tool. 

b. Disadvantages: The RQ – Purchase Requisition Number was not the best available X12 

qualifier code for use in the overarching Federal IC to identify a PR Number. The X12 data element 

name can be confusing for inexperienced users of X12 documentation due to the inclusion of the word 

“requisition.” However, since the RQ is already assigned in the Federal IC it will be perpetuated to the 

DLMS Supplement with explanatory notes. 

8. ESTIMATED TIME LINE/IMPLEMENTATION TARGET: Full implementation of this 

interface functionality will be completed 1QFY12. WAWF V5.1 will include this functionality and 

will deploy in July 2011. 

9. ESTIMATED SAVINGS/COST AVOIDANCE ASSOCIATED WITH 

IMPLEMENTATION OF THIS CHANGE: Not available.

10. IMPACT: 

 a. Publications: DOD 4000.25-M, 4010 856 DLMS Supplement and Federal Implementation 

Convention
Attachment, ADC 438 

Page 5 

 b. New DLMS Data Elements: Existing data element, purchase request number, is added to 

the WAWF 856. 

 c. Changes to DLMS Data Elements: No changes to DLMS data elements. 

d. WAWF 857. Upon approval of this PDC, corresponding changes will be implemented in the 

857, Shipment and Billing Notice. 
Enclosure, ADC 438 

Page 6 

Enclosure, Response and Comment Resolution 

 Originator Response/Comment Resolution 

1. Air Force AF concurs without comments. Noted 

2. Marine Corps Concur Noted 

3. USTRANSCOM/ 

IGC 

USTRANSCOM requests that implementation date be at 

least 90 days after the ADC release date. 

USTARANSCOM will require this period to allow IGC 

the necessary time to code, install, test, and release the 

changes required to process this data. 

This office cannot alter the 

WAWF release dates 

which are established in 

coordination with the 

Components. 

4. DPAP Concurs 

No impact on the DLA operations for Distribution 

Standard System (DSS) at this time. 

Noted 

5. DLA Concur without comment. Noted 

6. DSCA DSCA systems are not impacted by this change, 

therefore, we have not comment. 

Noted